Temporary Facilities Administrator

The Works Stores Ltd; Coleshill CP; Hybrid; GBP 23,000 - 29,000; Full time

Benefits offered by this job

25% Colleague Discount

MyWorks access to online discounts

Family Friendly Leave

Holiday – 33 days incl. bank holidays

Holiday Purchase option

Can-Do Academy training

Job summary

The Works Stores Ltd is seeking a Temporary Facilities Administrator to support the facilities team during a busy period. You’ll assist with coordinating tasks, maintaining records and ensuring smooth operations for colleagues and suppliers.

Based in Coleshill with hybrid working (3 days in office, 2 days remote) after an initial full-time training period. A great fit for someone organised, methodical and proactive in a fast-paced environment.

Qualifications

• Strong data entry and record management skills.
• Proficient in Microsoft Office, including Excel, Word, and Outlook.
• Experience maintaining databases, spreadsheets, and filing systems.
• Able to prioritise workload and manage multiple tasks in a busy environment.

Responsibilities

• Checking PPM inbox
• Process the service sheet onto Yardi
• Note any remedials
• Upload quotes to Yardi and set up new work order for the same – Put in Call for FM Coord’s to process
• Update PPM schedule with date of attendance
• File service sheet to manual holding in shared drive
• Update asset status record
• Complete invoice approvals for processed PPMs
• Kefron /Yardi depending where invoice posted to
• Check coded to correct GL
• Assign invoice number and value to Yardi WO – close job as complete
• Approve invoice on Kefron Yardi

Skills

Data entry

Record management

Microsoft Office

Excel

Word

Outlook

Prioritisation

Communication

Tools

Yardi

Job description

Please note: This role requires someone for an immediate start.

Location

Hybrid working (3 days in office, 2 days working remotely) following an initial training period which will be full time office.

Why The Works?

We don’t just sell products.

We inspire reading, learning, creativity and play.

The Works. It literally means everything. And whatever your story or background, we’re all about unlocking imagination and making creativity accessible to everyone. Whether you’re engaging with customers on the frontline or supporting our colleagues behind the scenes, your impact can be profound and far-reaching.

This is more than toys and books and art supplies. This is about inspiring people to read, learn, create and play. So, with the right passion, it all starts with you.

Become a Temporary Facilities Administrator

Our Facilities team is seeking a Temporary Facilities Administrator to join us and provide valuable support during a busy period. You'll be helping to keep our operations running smoothly while ensuring colleagues continue to receive excellent facilities support. It's a great opportunity for someone who enjoys organisation, problem-solving, and working with a wide range of people in a fast-paced environment.

Your Mission

• Checking PPM inbox
• Process the service sheet onto Yardi
• Note any remedials
• Upload any quotes to Yardi and set up new work order for the same – Put in Call for FM Coord’s to process
• Update PPM schedule with date of attendance
• File service sheet to manual holding in shared drive
• Update asset status record
• Complete invoice approvals for processed PPMs
• Kefron /Yardi depending where invoice posted to
• Check coded to correct GL
• Assign invoice number and value to Yardi WO – close job as complete
• Approve invoice on Kefron Yardi

Skills/Behaviours That Will Set You Apart

• Strong data entry and record management skills with excellent attention to detail.
• Proficient in Microsoft Office, including Excel, Word, and Outlook.
• Experience maintaining databases, spreadsheets, and filing systems.
• Able to prioritise workload and manage multiple tasks in a busy environment.
• Excellent communication and customer service skills.
• A proactive approach with strong problem-solving abilities.
• Comfortable working with internal stakeholders and external suppliers.

Our PERKS really are ‘The Works’

• 25% Colleague Discount! - Plus, exclusive Double Discount days!
• MyWorks - Access exclusive online discounts across hundreds of retailers, holidays, utilities deals, tech and more
• Family Friendly Leave - Enjoy some time well spent with enhanced maternity, paternity and adoption pay.
• Holiday – 33 days including bank holidays.
• Holiday Purchase - Purchase an additional 5 days
• Can-Do Academy - Grow your skills and career with instant access to further training and development in areas that interest you.
• Stream - Claim early access to 50% of your wages as you earn them – for when ‘life’ happens!
• Share Scheme - Unleash your inner Monopoly mogul and own a piece of The Works!
• 24/7 support for you and your family - Through our partnership with the Retail Trust who provide an Employee Assistance Programme and so much more!
• Healthcare Cash Plan – To support your everyday healthcare costs
• And loads more! – Long Service Awards, pension, life assurance, Cycle to Work and optional charity giving.

Our Purpose

To inspire reading, learning, creativity and play

Our Values

We are Crafty | Smart with what we've got.

We are Caring | Heart in every action.

We are Can-do | Energy that gets it done.

We Listen. We Care

Each year, we run an anonymous colleague engagement survey. This is so important for us to hear your feedback and suggestions. We want to know what’s going great, and what needs a couple of tweaks to help make The Works the best place you’ve ever worked! You’ll have opportunity to help give us that direction.

Promoting Diversity, Inclusion, and Applying Reasonable Adjustments

At The Works, we are proud to have an inclusive culture where everyone truly feels able to be themselves. Our roles are open to all, including under-represented groups such as ethnic minorities, people with disabilities, carers & members of the LGBTQ+ community (including those who identify as lesbian, gay, bi, trans, non-binary, or use another term).

We are open to discussions around working hours and flexible working. And, where possible, we'll try to support this. If you need reasonable adjustments for an interview you might attend with us, let us know in your application and we’ll be happy to help!

The Works is the UK's leading specialist retailer of affordable, screen-free activities for the whole family, providing customers with fantastic value across four product categories: arts and crafts, stationery, toys and games, and books.

Because when people spend time doing what they love, it’s Time Well Spent.